“Today Molds Tomorrow”

Presented By:

Daniel (Dan) R. Farmer

President, TMT Group

www.tmtgroupinc.com

Technology Management Training Group, Inc.

Office of Diversity Management and Equal

Opportunity (Contracting Basics)

Agenda

Initial Considerations Getting Registered Finding opportunities Partnering Contract Preparation Resources Checklist Q&A

Initial ConsiderationsContracts vs. Grants

A contract is a legally binding document in which the parties make a promise to deliver a product or service in exchange for payment.

A grant is when one party grants funds to another party to do something, in reasonable hopes that the task can be accomplished.

Initial ConsiderationsContracts

Firm Fixed Price - A firm-fixed-price contract (FFP) provides for a price that is not subject to any adjustment on the basis of the venders cost experience in performing the contract. This contract type places upon the vender maximum risk and full responsibility for all costs and resulting profit or loss. It provides maximum incentive for the contractor to control costs and perform effectively and imposes a minimum administrative burden upon the contracting parties.

Cost Reimbursement - Cost-reimbursement types of contracts (Cost Plus) provide for payment of allowable incurred costs (Direct and Indirect), to the extent prescribed in the contract. These contracts establish an estimate of total cost for the purpose of obligating funds and establishing a ceiling that the contractor may not exceed (except at its own risk) without the approval of the contracting officer.

Initial ConsiderationsWhy work with the Federal Government?

Statistics FY 2014 $445.5B in contracts and $590.8B in grants

$20B (1.9%) Total Federal purchases of goods/services awarded to

universities

Information obtained from: http://www.usaspending.gov and http://www.fedspending.org

Initial ConsiderationsWhat do Universities have that the Government

wants?

Products Basic and Applied Research People Facilities

Capability Statement – Your University at a Glance Crisp and client focused Name, address, website and POC Core research description, experience, facilities and

certifications DUNs#, Cage code, and Primary NAICS codes Past Performance 2-3 years from satisfied customers, or

significant projects

Getting Registered Where To Start

Obtain a Data Universal Numbering System Number (DUNS)

Register and Certify in System for Award Management (SAM)

Determine the Product/Service Classification

Getting Registered How to obtain a DUNS Number

The DUNS number is a nine-digit number, issued by D&B, assigned to each business location in the D&B database, having a unique, separate, and distinct operation for the purpose of identifying them.

You’ll need this number to register with the System for Award Management (SAM)

To Obtain a DUNs number: Call DUNs & Bradstreet at (866) 705-5711 Or register online at

http://fedgov.dnb.com/webform/displayHomePage.do

Note: There is no charge for obtaining this number.

Getting Registered System for Award Management (SAM)

Required to do business with the federal government, or receive a contract award. (Replaced CCR – Central Contractor RegistrationORCA – Online Representations and Certifications Application)

What is does: Assigns Commercial and Government Entity (CAGE) Code. Allows you to get paid electronically (ETF) Links to Dynamic Small Business Search Allows you to manage your Representations and Certifications

What is does not do: Sign you up for procurement opportunities

What you need to do: Initial registration Update annually

www.sam.gov

Getting Registered Classifying Products/Services

North American Industry Classification System (NAICS) What is it?

The North American Industry Classification System (NAICS) is the standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy.

Who assigns it? The U.S. Census Bureau assigns one NAICS code to each

establishment based on its primary activity (the activity that generates the most revenue for the establishment) to collect, tabulate, analyze, and disseminate statistical data describing the economy of the United States.

Example: http://www.census.gov/eos/www/naics/

Finding Opportunities Solicitations, Bids and Purchases

•Contract Purchasing Guidelines

Credit CardCard holder’s purchasing power is determined by their level of authority.

$3,000 to $25,000Agencies must solicit competitive quotes

(non credit card purchases)

Greater than $25,000Must be advertised on fedbizopps.gov

Greater than $650,000Requires subcontracting

plan

Finding Opportunities Government-Wide Point of Entry for Federal

Procurement

Federal Business Opportunities

What is it? The website where the

government post its needs and venders search for opportunities.

https://www.fbo.gov

Finding Opportunities Government-Wide Point of Entry for Federal

Procurement

Federal Business Opportunities What does it provide?

Pre-solicitations Solicitations Amendments/Modifications/Cancellations Awards Request for Information Sources Sought Broad Area Announcements

Use as a market research tool

Finding Opportunities Tips When Reviewing Solicitations

Read the solicitation carefully – Read it again! Know your market Obtain a procurement history if available (FOIA) Find out who was previously awarded the contract

(ask the contracting officer) Attend industry and opportunity days Get clarifications through Q&A sessions from

contracting officers Consider cost, time, and relationship for bid decisions Consider partnerships and teaming with Small and

Large business

Finding Opportunities Marketing Strategies

Government Contracting is Business Agency match/search and agency websites Agency forecasts Attend conferences and seminars

Network Professional Associations Majority Universities DoD Laboratories

http://www.arl.army.mil

http://www.onr.navy.mil

http://www.wpafb.af.mil/AFRL/afosr/

Partnering

Team with industry, non-profit, for-profit and other universities

Federal Small Business Contracting Goals: 23% of prime contracts to small business 5% of prime and subcontracts to SDB 5% of prime and subcontracts to WOSB 3% of prime and subcontracts to SDVOSB 3% of prime and subcontracts to HUBZONE

Contract Preparation & Administration

Federal Acquisition Regulations (FAR)

– Federal Acquisition Regulations (and Agency Supplements) establishes policies and procedures for acquisition

– Title 48 of the Code of Federal Regulations– Divided into 53 Parts

• Parts 1 – 51: Regulations• Part 52: Provisions and Clauses• Part 53: Forms

Be familiar with and understand the FAR clauses in your representations and certifications (SAM).

Federal Site:http://www.acquisition.gov/far/

Contract Preparation & Administration

Factors for Contract Award (Responsiveness)

Did the bidder provide all the information requested? Did the bidder respond to all sections requiring

responses? Did the bidder submit a sample, if requested? Did the bidder acknowledge amendments? Did the bidder submit their bid on time?

Contract Preparation & Administration

Factors for Contract Award (Responsible)

Adequate financial resources? Can comply with proposed delivery or performance

schedule? Satisfactory performance record? Bidder has necessary organization, experience,

accounting and operational controls and technical skills?

Bidder has necessary technical equipment and facilities?

Contract Preparation & Administration

Factors for Contract Award (Payment)

Wide Area Work Flow (WAWF) – supports DoD receipt, acceptance, entitlement, and payment process. https://wawf.eb.mil/

Prompt Payment – The due date for the Government to make an invoice payment is the 30th day after the designated billing office receives a proper invoice from the vender.

ResourcesContract Award

If you are awarded a contract and before you sign

it… Review the terms and conditions Review the deliverables and schedule Review the period of performance Review the payment and (contract line item

number)CLIN structure for accuracy Timeline is imperative (contract kickoff)

ResourcesContract Not Award

Timeline is still imperative Request a debriefing immediately

According to FAR 15.506 contact the contracting officer within 3 days

Learn what went wrong Learn what went right Don’t expect them to compare you to the winner

Protest (if appropriate) Improper Award May happen at three different levels

o Agencyo Government Accountability Office (GAO)o U.S. Court of Federal Claims

ResourcesFreedom of Information Act (FOIA)

The goal: transparency in the federal procurement

and acquisition FOIA Request

Use as a research tool Agency has 20 business days to respond and

additional time to provide requested documents The agency may charge a fee for responding to a

request To make a request, contact the FOIA office at the

particular agency where the information resides (each agency may have a different process)

ResourcesCurrent Help

Staying informed is essential

Defense News http://www.defensenews.com Federal Times http://www.federaltimes.com Government Executive http://www.govexec.com National Journal http://nationaljournal.com Department of Defense http://www.defense.gov/ Department of Energy http://energy.gov/ Department of Human Health Services

http://www.hhs.gov/

……to name just a few

Checklist….

1. Develop Capability Brief2. Obtain a DUNS Number3. Identify commodity codes4. Register in SAM5. Perform Market Research6. Search for Opportunities 7. Establish Relationships8. Team/partner well9. Bid10. Debrief